Instructions for Parish and School Safe Environment Contact Persons

For 2018-2019

We are moving to a new platform for Adult Training, Background Checks and submitting data from Student Training beginning in August of 2018. Site Administrators should be receiving information about this. Also, watch this space for more information. Of course, you may always contact Catholic Education Ministries at 320-251-0111 with questions.

Click on the Resources tab on the left to find site administrator training/documentation

Watch the Webinar

Read the Instruction Manual

Your staff and volunteers will need training this year.

Folks with recent background checks over the last 4 years will have accounts already.

The will click on the green “Sign in Here” button, and sign in with the username and password they received from their site administrator.

Site Admins can find their usernames by clicking on Users>All Users on the left

The will be doing the “RENEWAL TRAINING – A Safe Side of the Line (St Cloud)” which does NOT include a background check

New staff and those whose Background Checks are up for Renewal will need to Register for a New Account and take the training entitled “Safe Environment Training (St Cloud)” which ends with the Background Check portal.

Email the report to Terry Voigt at tvoigt@gw.stcdio.org in Excel format by June 30th.

Print out that same report, have the pastor review and sign it, and file the paper at the parish/school indefinitely. This is important in case, years later, it is necessary to show that someone was trained annually and had the appropriate background check done every five years.

Details:

1. Student Training yearly

Student materials can be found in your Safe Environment Binder that should be in your Parish or School. This year use ‘Year A’. For more information on the materials, see the Safe Environment Training for Students Page.

Training must take place yearly. A count of student attendance should be added to the Annual Compliance Report (XLS). Please enter only the total number of students in the ‘# of Participants’ cells.

Parents who do not want training for their children and youth must complete a Declination Statement (DOC). They are asked to talk with their children about safety. Resources for parents are in the Student Training Binder.

2. Adult Background Checks every 5 years for those over 18

Background checks need to be done every five years for people who work regularly with youth and/or vulnerable adults. The background checks should be done, of course, before they begin. The forms are below, and also included on the Adult Training page so they can print them out, sign them, and bring them to you.

You will receive a monthly list of your staff and volunteers with their background check dates to monitor when they are due for renewal and so, at fiscal year’s end, you can copy and paste their dates into the Annual Compliance Report (XLS).

Have your staff sign and return to you the PAID STAFF Background Check Release Form (PDF) every five years. These background checks are processed by MN-BCA (Minnesota Bureau of Criminal Apprehension).

Include payment of $3.50 each for Volunteers and $8.00 each for Paid Staff. Make the check payable to the Diocese of Saint Cloud and mail it with the signed forms to: Reverend Robert Rolfes, The Chancery, PO Box 1248, Saint Cloud, MN 56302.

3. Adult Training yearly

Adults working with youth and/or vulnerable adults need to engage in training every year. The training may be done ONLINE or FACE to FACE.

Trainees should go to Adult Training at http://stcdio.org/about/safe-environment/safeenvironmenttraining/ where they will read the Sexual Misconduct Policy, the Ethics and Integrity Guidelines, and watch the video. They will then fill in the questionnaire blanks and click “Submit.” Watch a video on how to do it here.
Checking “Yes” to “Did you read, understand, and agree to conduct yourself in accordance with the Sexual Misconduct Policy?” and “Did you read, understand, and agree to conduct yourself in accordance with the Ethics and Integrity Guidelines?” is considered the same as signing the questionnaire that face to face trainees fill out.

Face to face trainees may view the video individually or in a group by going to the Safe Environment Training page at http://stcdio.org/about/safe-environment/safeenvironmenttraining/. Facilitators can show the video from a computer on its screen or use a projector for groups, and conduct a discussion afterward if they like. Note that the video can be viewed full screen by clicking on the fullscreen icon on the bottom right of the video. The training video may also be downloaded to your computer by right clicking here (MP4) and selecting Save As…, Save Target As…, or Save Link as… depending on your browser.

The trainees will then fill out the questionnaire that can be downloaded in a Word (DOC) or PDF version and then printed out. Collect them for own parish/school records.

As volunteers or staff join after the training, they may do the Online Training if they like.

4. Filling in the Annual Compliance Report

Whether the training is done Online or Face to Face or a combination of both, trainees need to be listed in the Annual Compliance Report (XLS) and emailed to Terry Voigt at tvoigt@gw.stcdio.org no later than June 30. Remember, the Annual Compliance Report includes the Student Training Report. Watch a video on how to do it here.

Email a copy of the Annual Compliance Report Spreadsheet (Excel format), which includes the Student Training Report, to Terry Voigt at tvoigt@gw.stcdio.org no later than June 30.

Print out the Compliance Report Spreadsheet and have your pastor sign it. This printed and signed copy is for your records and should be kept indefinitely for documentation purposes for years ahead.

Note: The preferred method is to email us the Annual Compliance Report in its Excel format. We import the data from the Excel spreadsheet into a program for the Auditors. If need be, mail the printout to: Reverend Robert Rolfes, The Chancery, PO Box 1248, Saint Cloud, MN 56302.